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SWIFT Update June 16, 2016

Annual Budget and Accounting Instructions -- Doc 2

The Annual Budget and Accounting Instructions – Document 2 has been posted to the SWIFT Budget & Accounting Instructions webpage under the Establishing Budget Fiscal Year 2017 Budgets and Closing Fiscal Year 2016 heading.

SWIFT Availability (including Supplier Portal and Mobile Inventory)

SWIFT will be unavailable on Thursday, June 30, 2016, beginning at 6 p.m. for soft close. The system will become available on Friday, July 1, 2016, at approximately 10:00 a.m., once soft close is complete.  A system notification email will be sent to users when the system becomes available. Reminder to Buyers: Avoid Scheduling Events to Close on July 1st Buyers please be aware of the system downtime. This includes the Supplier Portal. Depending on when the system comes up, vendors may or may not have time to enter bid responses if an event is scheduled to close on July 1, 2016.

New SWIFT Supplier Contracts Reference Guides Posted

The following new Supplier Contract User Guide and Quick Reference Guides are now available on the Supplier Contracts reference page.

Help Desk Hot Topic

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q: Is there a way my agency can track vouchers with MS 16A violations? 

A: Agencies are able to run the following SWIFT query to track 16A violations: M_AP_GBL_VOUCHERS_MS16A_CKD Please note that this query will only report on vouchers that have the 16A field checked on the voucher.

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT: 651-201-8100, option 2 or by email 

Hours: 7:30 a.m. to 4:00 p.m., 

Monday through Friday; closed holidays. 

When emailing the SWIFT Help Desk, be sure to include all details regarding the issue.  Information to include with your message:

  • Issue Description 
  • Business Unit  
  • Module (Accounts Payable, Purchase Orders, etc.)
  • Transaction ID (Voucher ID, PO ID, etc.) 
  • Error Message Print Screen

Additional assistance can be found on the SWIFT Reference Guide page. 

SWIFT Training 

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

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